BlueDocs has a comprehensive user invitation and management system with the following key components:

1. User Roles: Admin, Manager, Editor, Viewer (with different permission levels)
2. Invitation System: Email-based invitations with tokens and expiration
3. Permission-based Access: Only admins can typically invite new users
4. Organization Structure: Users belong to organizations
5. Onboarding Process: New users go through profile setup and organization creation/joining

Adding New Users

Managing your team on BlueDocs is straightforward through our invitation system. This guide covers everything you need to know about adding new users to your organization.

Who Can Add Users

Only users with Admin permissions can invite new users to your BlueDocs organization. If you don't see the "Invite New Users" section in your Settings, you may need to contact your organization administrator.

How to Add New Users

Method 1: Invitation Through Settings (Primary Method)

1. Navigate to User Management

• Go to Settings from the main navigation
• Click on the Users tab
• You'll see the "Invite New Users" section at the top

2. Fill in User Details

• Email Address: Enter the new user's work email address
• Job Title: Specify their position (optional but recommended)
• Department: Enter their department (optional but recommended)
• Role: Select the appropriate access level:
• • Admin: Full access to all features including user management and organization settings
  • Manager: Can manage content and users but not organization settings
  • Editor: Can create and edit content
  • Viewer: Can only view content

3. Send Invitation

• Click the "Invite User" button
• The system will automatically send an email invitation to the specified address
• You'll see a confirmation message when the invitation is sent successfully

Method 2: During Organization Setup

During the onboarding process when creating your organization, you'll have the opportunity to invite team members in the "Team" step. This works the same way as the Settings method but is part of the initial setup flow.

What Happens After Invitation

For the Inviter (You)

• You'll receive a confirmation that the invitation was sent
• The invited user will appear in your user management list with a "Pending" status
• You can track whether invitations have been accepted or are still pending

For the Invited User

1. Receives Email: They'll get an invitation email with your organization's name
2. Account Creation: They'll be directed to create a BlueDocs account using the invited email address
3. Automatic Assignment: Once they sign up, they're automatically added to your organization with the specified role
4. Profile Setup: They'll complete their profile setup including job title and department information

User Roles and Permissions

Admin

• Full Access: Complete control over all features
• User Management: Can invite, manage, and remove users
• Organization Settings: Can modify billing, permissions, and workflows
• Content Management: Can create, edit, delete, and approve all content

Manager

• Content Management: Can create, edit, and approve most content types
• Limited User Management: Can view user information but cannot add/remove users
• Assignment Management: Can assign documents and training to team members
• No Organization Settings: Cannot modify billing or core organization settings

Editor

• Content Creation: Can create and edit documents, training, and knowledge base articles
• Limited Approval: Cannot approve policy documents (requires Manager+ role)
• View Access: Can view all content they have permission to see
• No User Management: Cannot manage other users

Viewer

• Read-Only Access: Can view assigned documents and content
• Comment and React: Can add comments and reactions to documents
• Assignment Completion: Can complete assigned training and acknowledge policies
• No Creation Rights: Cannot create or edit any content

Best Practices

Role Assignment

• Start Conservative: Begin with lower permissions (Viewer/Editor) and increase as needed
• Match Job Requirements: Assign roles based on actual job responsibilities
• Regular Review: Periodically review user roles to ensure they're still appropriate

Information Collection

• Job Titles: Help with automated assignment flows and reporting
• Departments: Enable department-specific content visibility and assignments
• Accurate Email: Ensure email addresses are correct and accessible by the invitee

Communication

• Notify in Advance: Let team members know they'll receive an invitation
• Provide Context: Explain what BlueDocs is and how they'll use it
• Set Expectations: Clarify their role and responsibilities within the system

Troubleshooting Common Issues

Invitation Not Received

• Check Spam/Junk: Invitation emails may be filtered by email providers
• Verify Email Address: Ensure the email address was entered correctly
• Domain Blocking: Some email domains may be blocked by your organization
• Resend Option: Contact your administrator to resend the invitation

Cannot Sign Up

• Email Domain Restrictions: Your organization may have restricted certain email domains
• Invitation Expired: Invitations expire after 7 days and need to be resent
• Already a Member: The user may already be part of another BlueDocs organization

Wrong Role Assigned

• Admin Can Change: Organization admins can modify user roles after they join
• Navigate to Settings > Users: Find the user and change their role using the dropdown menu
• Immediate Effect: Role changes take effect immediately

Managing Existing Users

Once users have joined your organization, you can:

View User Information

• User List: See all organization members in Settings > Users
• Activity Status: View last login times and activity status
• Role Information: See current role assignments and permissions

Modify User Roles

• Role Changes: Admins can promote or demote users between roles
• Bulk Operations: Select multiple users for bulk role changes
• Permission Updates: Role changes immediately update user permissions

Remove Users

• Individual Removal: Remove users one at a time
• Bulk Deletion: Select multiple users for removal
• Data Retention: User-created content remains in the system even after removal

Advanced Features

Automated Assignment Flows

Set up automatic document and training assignments based on:

• Job Title: Automatically assign content to users with specific titles
• Department: Department-based content assignment
• Role Level: Role-based training and policy assignments

Bulk Invitations

For larger organizations:

• Multiple Emails: Copy and paste multiple email addresses
• CSV Import: Contact support for bulk import options
• Department Setup: Organize users by department during invitation

Integration Considerations

• SSO Setup: Single Sign-On options available for enterprise accounts
• Directory Sync: Active Directory integration for automated user management
• API Access: Programmatic user management through BlueDocs API

Monitoring User Adoption

User Activity

• Login Tracking: Monitor when users last accessed the system
• Engagement Metrics: View document views and completion rates
• Assignment Status: Track training and policy acknowledgment completion

Reporting

• User Statistics: View user growth and activity reports
• Department Analytics: See engagement by department
• Role Distribution: Monitor role assignment across your organization

Getting Help

If you encounter issues with user invitations or management:

1. Check Permissions: Ensure you have Admin access
2. Review Settings: Verify your organization settings allow new user invitations
3. Contact Support: Reach out to BlueDocs support for technical assistance
4. Documentation: Refer to other help articles for specific feature guidance

Remember that effective user management is key to successful BlueDocs adoption. Take time to properly configure roles and permissions to match your organization's structure and security requirements.

This knowledge base article provides comprehensive guidance for BlueDocs administrators on adding and managing users, covering all the key aspects including the invitation system, role management, permissions, and best practices.

Updated on: 07/07/2025